ABOUT HCE
Hamilton Community Enterprises (HCE) is a growing, innovative utility company serving the Hamilton community and surrounding area across Energy and Telecom business lines. We are committed to delivering sustainable energy solutions and modern telecommunications services that power homes, businesses, and the infrastructure of tomorrow. At HCE, we believe a strong finance function is foundational to our mission — and we are building a team that reflects that ambition.
ABOUT THE ROLE
The Accounts Receivable (AR) Clerk plays a critical role within HCE’s Finance & Accounting team, ensuring the accurate and timely management of receivables across our Energy and Telecom business lines. Reporting to the Finance Manager, this position is responsible for the full AR cycle — from invoice creation and cash application through to collections, reconciliation, and reporting. As HCE continues to grow, this role is also positioned to evolve toward customer and contract management — an area of increasing strategic importance to the organization. The ideal candidate brings a keen eye for detail, a proactive approach to problem-solving, and a genuine interest in contributing to a dynamic, purpose-driven organization.
KEY RESPONSIBILITIES
Billing & Invoicing
- Generate and issue accurate customer invoices for energy and telecom services, ensuring compliance with applicable billing requirements and regulatory standards
- Support integration and testing of new customers or acquisitions into systems
- Apply HST and other applicable taxes to invoices in accordance with CRA guidelines and company policies
- Process daily invoices and credit memos, ensuring all transactions are correctly coded and posted to the appropriate accounts
- Interact with utility and telecom billing systems to extract, validate, and reconcile billing data
- Maintain records of customer communication history for compliance and dispute resolution tracking
- Assist in benchmarking AR performance metrics (DSO, aging trends) against industry standards
Cash Application & Collections
- Record and apply customer receipts to outstanding invoices in a timely and accurate manner
- Maintain weekly Collection Activity Logs, documenting follow-ups, customer communications, promises to pay, and dispute updates
- Conduct account-level credit reviews to assess risk of delayed or missed payments
- Perform proactive collection activities on past-due balances, including customer outreach via phone and email
- Resolve billing discrepancies and payment disputes by investigating source documentation, reconstructing transaction histories, and preparing correction entries as required
- Escalate unresolved or complex collection issues to the Finance Manager as appropriate
- Identify opportunities to automate manual AR tasks such as cash application or reporting
Reconciliation & Reporting
- Perform regular bank reconciliations to ensure accuracy between bank statements and general ledger records
- Reconcile the AR sub-ledger to the general ledger on a monthly basis and assist with month-end close activities
- Maintain and update the fixed asset register with accuracy and consistency
- Upload financial data to journals and ledgers; support the preparation of financial reports and statements as required
- Build and maintain AR performance dashboards to monitor key financial indicators in real time
- Analyze aging trends and provide actionable insights to improve collections efficiency
- Track customer payment behaviour patterns to support forecasting and cash flow planning
- Ensure all reports are submitted on time with a high level of accuracy and consistency
Reporting & KPI Tracking
Daily Reporting
- Cash Receipts Summary: prepare a daily report of all payments received (cheques, EFTs, credit cards), applied and unapplied, with details by customer
- Deposit Tracking: confirm all deposits made with date, amount, and deposit reference
Weekly Reporting
- Aged Receivables Report: break down outstanding invoices by aging bucket (current, 30, 60, 90+ days) with commentary on large or overdue accounts
- Collection Activity Log: summarize follow-up calls and emails, promises to pay, and disputes raised
- Dispute Resolution Report: document status of outstanding disputes, reasons, and next steps (as applicable)
Monthly Reporting
- AR Reconciliation: match the sub-ledger to the general ledger; highlight variances and pending adjustments
- Top 10 Aged Accounts: summarize highest outstanding balances and actions taken
- AR Turnover & DSO: track and report Days Sales Outstanding and AR Turnover as monthly KPIs
- Bad Debt/Provision Summary: review amounts considered uncollectible or requiring provision (as applicable)
General Reporting Standards
- Submit all reports on schedule and consistently meet deadlines
- Ensure accuracy in all amounts, dates, and customer data with minimal errors
- Present reports in a clear, readable format with explanatory notes for exceptions
- Respond promptly to questions on customer accounts or variances
Compliance & Audit Support
- Classify and code accounting documents in accordance with established policies and expenditure guidelines
- Support internal and external audit processes by preparing documentation, responding to auditor inquiries, and ensuring records are audit-ready
- Execute internal control procedures and assist with the compliance activities of other team members
- Assist in improving data accuracy across finance systems through regular validation checks
Cross-Functional Collaboration & Process Improvement
- Partner with Sales and Operations teams to resolve billing and collections issues and support a seamless customer experience
- Provide backup support to the Accounts Payable function as needed
- Participate in process improvement initiatives, contributing ideas and supporting the implementation of more efficient AR workflows
- Handle incoming customer inquiries, calls, and complaints related to billing with professionalism, accuracy, and empathy
- Support ad hoc accounting projects and other assignments as directed by the Finance Manager
- Assist in maintaining customer contract records, tracking key contract milestones, renewal dates, and billing terms to support accurate invoicing and compliance
- Support the evolution of the role toward customer and contract management as HCE’s business grows and operational needs develop
WHAT YOU BRING
- 3+ years of relevant Accounts Receivable or general accounting experience (international experience is valued equally)
- Post-secondary education in Accounting, Finance, or a related field
- Experience with QuickBooks Desktop Enterprise or a comparable ERP system
- Proficiency in Microsoft Office Suite, particularly Excel (pivot tables, VLOOKUP/XLOOKUP, reconciliation workbooks)
- Strong data entry skills with a high degree of accuracy and attention to detail
- Solid understanding of accounts receivable processes, including cash application, collections, and sub-ledger reconciliation
- Familiarity with HST/GST compliance as it applies to customer invoicing
- Experience in a utility, energy, telecom, or other regulated industry is considered a strong asset
- Excellent written and verbal communication skills; comfortable corresponding with customers and internal stakeholders
- Ability to manage competing priorities, meet deadlines, and work independently in a hybrid environment
- A collaborative, team-first attitude with a flexible approach to supporting colleagues across the department
- Experience with customer or contract administration is considered an asset, including tracking contract terms, billing schedules, or renewal milestones
THE DETAILS
Employment Type
Full-time, Permanent
Work Model
Hybrid (Hamilton, ON)
Department
Finance & Accounting
Reports To
Finance Manager
Compensation
$50,000 – $58,000 annually
Vacancy
This posting is for an existing vacancy
AI in Hiring
HCE does not use artificial intelligence to screen, assess, or select applicants
Join us and help build a scalable, strategic finance function that powers a sustainable future.
Pay: $50,000.00-$58,000.00 per year
Benefits:
- Company pension
- Dental care
- Life insurance
Education:
- Secondary School (required)
Experience:
- Accounts receivable: 3 years (required)
Work Location: Hybrid remote in Hamilton, ON L8P 4W7
